A project management process is a set of activities that guide a project from its initiation to closure. It ensures an effective and efficient project execution, helping deliver intended results on time and within budget.
Several aspects need to be considered for a project to meet its goals. Project team size, budget, and resources can play an integral role in shaping the project. However, how one goes about the project's various phases can ultimately define its success.
A successful project depends on streamlined project management software processes. To meet the predetermined goals, the project manager must be equipped with the tools, skills, and acumen to lead his/her team to a successful completion. This blog explores the process, its benefits, and examples to provide a clear understanding of what a project management process entails.
What Are The Project Management Processes And Why Are They Important?
The project management process is a step-by-step procedure for managing a project. It includes certain phases that a project goes through. The whole process, from initiation to completion, is known as a project life cycle. A project manager can also use different methodologies to run a project, such as waterfall or agile methodologies.
Managing projects well entails that the process involved is properly understood. It helps avoid delays, setbacks, and confusion in the project life cycle.
Phases Of Project Management
The traditional project management steps and process comprises five phases as its baseline. Individual project managers can make changes according to the project's specific requirements.
Most Common Project Management Styles And Techniques
Different project management techniques have developed over the past few decades, making it possible to streamline different types of tasks. Some of the methodologies used in project management are given below:
Waterfall Project Management
Waterfall methodology is a conventional method in project management often employed in the manufacturing industry. This project management method follows a sequential process where each step must be completed before moving to the next. There is also a time limit set for each phase. In waterfall methodology, it is tough to trace back issues or errors, although certain flexibilities are always at work through the intervention of individual practices.
Agile Project Management
The restrictions of the waterfall methodology led to the development of agile project management. This methodology emphasizes a flexible project management approach by dividing the project into smaller tasks. A division of this kind makes these tasks more controllable and easier to monitor. It also allows for the modification of the project plan as required by the constant need for updates on the project's progress. This iterative methodology is not limited to software development, although it had its origins there. The Agile method can be adapted to most projects and is the source of several derivative methodologies. Two of the most popular ones are described below:
Scrum Methodology (Agile)
This agile methodology focuses on value and quality through sequential and progressive development. Scrum methodology operates its project teams in sprints that last for two or four weeks. They also have daily stand-up meetings that monitor progress in case any bottlenecks are involved.
Kanban Methodology (Agile)
The central axis of Kanban methodology is the Kanban board. It is a visual agile methodology that emphasizes restricting work in progress and enhancing visualization. A Kanban board tracks workflow progress and offers a transparent view to the stakeholders. The board presents all relevant tasks in one place and can identify hiccups wherever they may occur. This method encourages teams to improve continuously and deliver rank-based tasks according to customer requirements.
Lean Project Management
As suggested by the name, Lean project management focuses on removing waste. The 'waste' can include time, resources, or effort. Lean methodology originated from the Lean manufacturing philosophy that prioritizes value and efficiency. It promotes waste minimization and continuous improvement, making it a very flexible approach.
Six Sigma
Six Sigma is a data-driven project management methodology that aims to minimize defects and variations in processes. It follows the DMAIC cycle: Define the project goals and process, Measure current performance, Analyze data to pinpoint root causes, Improve the process by implementing solutions, and Control the improvements for long-term effectiveness. This approach helps organizations streamline operations, save costs, and improve customer satisfaction.
Critical Path Method (CPM)
Critical Path Method (CPM) is a project scheduling technique focusing on the most important tasks for on-time completion. It identifies the critical path, the longest chain of dependent tasks that directly impacts the project timeline. By understanding this critical path, project managers can efficiently allocate resources, optimize the schedule for non-critical tasks, and proactively manage risks to ensure timely project delivery.
PRINCE2 (Projects In Controlled Environments, Version 2)
It is a structured approach to project management. It prioritizes organization and control by defining clear stages, roles, and responsibilities. PRINCE2 uses seven key processes to guide projects from initiation to closure, ensuring well-informed decisions and accountability throughout. This structured approach promotes clarity, minimizes risks, and keeps projects on track, making it ideal for complex initiatives with defined requirements.
Critical Chain Project Management
Critical chain project management (CCPM) emphasizes the essential resources needed to execute the project tasks. In practice, it is closely related to critical path methodology, while in its philosophy, it is like the Lean method. In CCPM, a critical chain is identified, which is like the critical path. A feeding chain is also running concurrently with the critical chain, tasks which are secondary but essential for the smooth flow of the main chain. The last component of this methodology is resource buffers, which include a myriad of pre-planned spaces that provide room for the team to recover in case of any bottlenecks.
Outcome Mapping
Outcome Mapping flips traditional project management on its head. Instead of focusing on tasks and timelines, it prioritizes the desired outcomes or long-term impact. By identifying key stakeholders (boundary partners) and the behavioral changes they need to achieve the project's goals, Outcome Mapping creates a strategy to influence these changes. This approach monitors these behavioral shifts throughout the project to ensure it is on track to deliver its intended impact.
Simplify Your Project Management Processes With Tools And Software
Technological innovation has made life much easier for us. It has also brought efficiency to our work processes. There are several tools and software available to help you streamline your project management process. Let's recap some of the popular ones:
Project Management Tools
Many project management software solutions come with embedded tools that make navigating data much easier. Some of these tools include:
Project Tracker
A project tracker mainly helps track project management software, which is its backbone. Another important feature that comes in tandem with this tool is task management.
Gantt Charts
It is a popular tool for visualizing the project timeline. A Gantt chart provides a horizontal visualization of the project, gives launch and closing dates, and helps monitor project progress.
Kanban Boards
The Kanban board is another valuable and popular visual tool that implements the Kanban methodology. It uses cards and columns to organize workflow and minimize work in progress (WIP).
Project Management Software
The tools mentioned above are usually part of project management software. These are basically dedicated software to manage projects. They help you streamline your project management processes. Some popular project management software include:
Asana
Asana is an adaptable and user-friendly project management software that helps with each phase of the project management process—from initiation and planning to project closure. The software also offers a free version, which is helpful for users who want to check it out before making an investment decision.
ClickUp
ClickUp offers robust features that adapt to different methodologies and workflows. Its automation options smooth the flow of the project management life cycle phases. With customizable dashboards and multiple project views, ClickUp is a popular option for project managers.
Jira
Teams working with Agile and Kanban methodology tend to find Jira a robust option. With issue tracking and backlog management, teams know about any delays, setbacks, or tasks that need prioritization. With customizable workflows and dedicated reporting, Jira is a wonderful tool to implement for project management.
Project Management Process With Example
Developing a new mobile app can be a great example of a project management process (PM process). In the initiation phase, project managers are responsible for creating detailed product requirement documents (PRDs) and defining product goals. The project manager conducts feasibility studies and creates a timeline based on the engineering team's capacity.
In the planning stage, the app's features are outlined, a detailed schedule is created, resources are assigned, a budget is set, and other specifics are outlined. After the project plan is finalized, the execution phase focuses on completing tasks facilitated by constant communication and quality control. This phase involves the actual development and coding, with tasks assigned to developers. Monitoring and control run concurrently to keep progress in check and identify/manage risks. This also allows the team to adapt to any changes needed during the execution process.
Finally, the last phase—project closing—ensures a successful launch on platforms such as Google Play or Apple Store, where customers can download and use the app. Closing also includes evaluating and assessing the project’s overall achievements.
What Are The Benefits Of The Project Management Process?
Project management has become essential in various industries, such as healthcare, IT, education, construction, and entertainment. It offers numerous benefits, including clear communication, improved collaboration, on-time and on-budget delivery, risk reduction, and client satisfaction. At an individual level, project management helps establish clear goals, ensures quality throughout the project, meets deadlines, optimizes time and resources, proactively manages risks, provides oversight, promotes transparency, and encourages continuous improvement by learning from past experiences.
Now that a comprehensive view of a project management process is available, it's time to implement it into your workflow. This can be done manually or by using dedicated tools and software. For further assistance in choosing the right software that fits your budget, project scope, company size, etc., you can contact us, and we will guide you on the best option to work with.
